Every hour

Score new Airtable supplier proposals with AI and share the best in Slack

Each new supplier proposal in Airtable gets a score and a reason, and the strongest ones show up in Slack for the team to review.

Runs: Every hour
Apps: Airtable, Slack
AI: Yes, uses the built-in AI allowance
Access: Airtable read+write; Slack chat:write

Send this to your assistant

Create a ClickRuntime automation: every hour, take new supplier proposals in my Airtable base, have AI score them against our criteria, write the score back and post the top ones to #procurement.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A purchasing team collects supplier responses to its requests for proposals in Airtable. On a busy week thirty arrive, each with a different format and level of detail. The buyer reads every one before deciding which deserve a call, and the good ones sometimes wait days.

Scoring each proposal as it arrives gives the team a first pass within the hour. The score and reason sit on the record, and the strongest proposals are shared in Slack so the right people can follow up quickly.

What you get out of it

Strong suppliers get a fast reply
The best proposals reach the team within the hour. Responding quickly matters when a supplier is weighing several buyers.
Every proposal is judged the same way
Each record is scored against the same criteria, so a late-night submission gets the same attention as one read first thing on Monday.
Reasons are kept on the record
A short explanation sits next to each score. When someone asks why a supplier was shortlisted, the answer is already in Airtable.
Buyers spend time on the shortlist
Reading every proposal end to end is replaced by checking the few that scored well. The rest can still be opened whenever needed.

How it works

What happens, step by step

Every hour, ClickRuntime checks your Airtable base for supplier proposals that have not been scored yet.
AI reads each proposal and gives it a score out of 10 with a one-line reason based on your criteria.
The score and reason are written back to the record, so it is not scored again next time.
Proposals that score highly are posted in your #procurement Slack channel.

Before it runs live

Connect Airtable
Connect Slack, then invite the app to the channel (type /invite @ClickRuntime there)

What you get

RunsEvery hour

Score new Airtable supplier proposals with AI and share the best in Slacktoday, 9:00Succeeded

Slack · #procurementTop new proposals: Northwind Packaging: 9/10, lowest unit price and ISO 9001 certified, 2-week delivery.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Change what the AI looks for, or how it writes the result
Add another app, for example also send it to Google Sheets
Combine it with other Airtable and Slack steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

ai_scoring_of_pending_airtable_records_posted_to_slack.pyexample

from clickruntime import on_trigger, credentials, http, ai, notify, report_fetched

BASE, TABLE = "appYourBaseId", "RFPs"
CRITERIA = "price, delivery time, certifications, completeness"

@on_trigger
def run(event):
    url = f"https://api.airtable.com/v0/{BASE}/{TABLE}"
    headers = {"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"}
    records = http.get(url, headers=headers, params={"filterByFormula": "{Score}=BLANK()"}).json()["records"]
    report_fetched(len(records))
    if not records:
        return {"scored": 0}
    schema = {"type": "object", "properties": {"score": {"type": "integer"}, "reason": {"type": "string"}}, "required": ["score", "reason"]}
    top = []
    for r in records:
        f = r["fields"]
        res = ai.generate(f"Score this supplier proposal 1-10 on {CRITERIA}:\n{f.get('Proposal', '')}", json_schema=schema).json
        http.patch(url, headers=headers, json={"records": [{"id": r["id"], "fields": {"Score": res["score"], "Reason": res["reason"]}}]})
        if res["score"] >= 7:
            top.append(f"{f.get('Supplier', 'Supplier')}: {res['score']}/10, {res['reason']}")
    if top:
        notify.slack("Top new proposals:\n" + "\n".join(top), channel="#procurement")
    return {"scored": len(records), "top": len(top)}

FAQ

Common questions

What does it score proposals on?

The criteria you give it, such as price, delivery time, certifications and how fully the proposal answers your questions. You write these in plain words when you set it up.

Which proposals are posted to Slack?

Only those above the score you choose, for example 7 out of 10. Lower-scored proposals are still scored in Airtable but stay out of the channel.

Can someone override the score?

Yes. The score is written to a normal Airtable field, so a buyer can change it or add notes at any time. A record that already has a score is not scored again.

What permissions does it need?

Airtable read+write; Slack chat:write. Nothing else in your accounts is used.

Does it need AI?

Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.

How many runs does it use?

One run each time it checks. Checks that find nothing new and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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